Finance Minutes 28th October 2008
Minutes of a meeting of the FINANCE AND GENERAL PURPOSES COMMITTEE held in the Council Chamber, Drake Road, Tavistock on TUESDAY the 28th day of OCTOBER 2008 at 7. 15p.m.
Present: Cllr H Smith Chair
Cllr Mrs D Sellis Chair Properties
Cllr Mrs M Govier Deputy Mayor
Cllr M Harper
Cllr I C Jennings
Cllr Mrs A Johnson
Cllr Mrs J Metcalf
Cllr R Pike Mayor
Cllr P Sanders
Cllr D Whitcomb
In Attendance: Town Clerk
Works Superintendent
359. APOLOGIES
There were apologies for absence from Cllr Mrs Ramsey
360. DECLARATIONS OF INTEREST. Councillors were reminded to declare any personal or prejudicial interest they may have in any item to be considered at the meeting.
361. MINUTES
The Minutes of the Meeting of the Committee held on 30th September 2008, previously circulated and adopted by Council on 6th October 2008, were confirmed as a true record and signed by the Chairman.
362. MATTERS ARISING
There were no such matters.
363. MEETING OF THE PROPERTIES COMMITTEE HELD EARLIER THAT EVENING
The Chairman of Properties had nothing of a financial nature to report. Cllr P Sanders raised the future of Goose Fair, as he had been approached by 12 or 13 traders in the Town who wished it to be discontinued, as they had to close on that day each year. Members were reminded that the comprehensive Best Value scrutiny undertaken in 2004/2005 had found some antipathy in the town, but overall had recommended that the Town Council supported the continuation of the Fair. The Mayor agreed, saying that it seemed the same traders objected each year. There would be the normal meeting with all concerned in February to get ideas to improve the Fair. Members felt that the Fair was for the whole town, not just a few shops. No-one was forced to close for the day, it was their commercial decision. The Fair was nationally famous and attracted many tourists to the benefit of those that stayed open. Cllr Harper commented that the current economic climate might have affected sales, and that this could be worse next year. The Chairman moved on, saying the matter was open for review at any time.
364. MINUTES OF THE FORWARD PLANNING, POLICY AND PROGRAMME SUB-COMMITTEE
Members endorsed the minutes of the meeting held on 14th October 2008.
365. MINUTES OF THE SOUTHERN PARISHES LINK COMMITTEE
Members noted the minutes of the meeting held on 18th September 2008.
366. MINUTES OF THE TOWNSCAPE HERITAGE PARTNERSHIP
Members noted the minutes of the meetings held on the 23rd July, 10th September 2008 and 15th October 2008.
367. GENERAL FINANCE
a. Accounts Members considered the monthly accounts for submission to the next Council Meeting, a copy of which is at Annex A. It was RECOMMENDED that they be passed for payment.
b. Outturn. Members noted the phased budget reporting system print as at 22nd October.
c. Internal Audit report. At Minute 219c Members received the last IA from Auditing Solutions. They now noted the completed Action Plan with appropriate response comments.
368. FREEDOM OF INFORMATION ACT 2000
Noted that in line with the FOI Act the Information Commissioner had developed a new generic model publication scheme that had to be adopted by parish and town councils by 31st December 2008. Members recalled that the last model scheme was approved by them on 25th May 2004 and is at Part 4 of our Standing Orders. It had never been invoked since then, but they RECOMMENDED that the new model scheme be adopted.
369. TAVISTOCK CONSERVATION AREA MANAGEMENT PLAN AND CHARACTER APPRAISAL.
a. Members received copies of the these two documents for consideration. They noted the nine Town Council proposed actions at Appendix 3. Members recalled that we agreed to assist with funding the £30,000 required for the production of these documents by a £5,000 grant at Minute 666d. Mr Plumb had indicated that he will be seeking £2,000 in the next financial year for continued development (such a sum is in the draft budget), and that the Town Council may be asked for £200,000 over a 5 year period from financial year 2010/11 to assist with match funding the £1M individual grant scheme for listed buildings that might result from the Heritage Lottery Fund application.
b. Cllr Mrs Sellis commented on the several mentions of plans to close car parks (Guildhall Square and Bank Street) and asked where cars could park? What were the implications for the Core Strategy, as future development might be at odds with the Conservation Plan. The Chairman agreed saying there were obvious implications in the Town Council loosing income. Members were concerned at the overly critical tone of the documents, eg Dolvin Road cemetery was merely criticised ignoring all the maintenance and the many improvements made to it in the last few years. The Mayor thought that the comment about buying a Bedford Cottage was now too late, as there were none still in the original state with pig stys etc. Members noted that the documents were out for consultation, and that there were large areas to be developed in detail. It was agreed that an offer by Mr Plumb to come to brief the Council and answer any questions on the 4th November should be accepted. On a proposition by Cllr Harper it was then unanimously RECOMMENDED that an Extraordinary Council meeting be held at 7.00 pm on Monday 10th November to debate the two Conservation documents.
370. LOCAL DEVELOPMENT FRAMEWORK.
a. Following the extraordinary council meeting held on the 21st October, Members wished to decide if they should budget for a public meeting to debate the LDF (perhaps £500) and if they wished to engage a planning professional to advise on their response to the next consultation in March (perhaps up to £175 an hour). Cllr Harper voiced a strong objection to the latter course of action. Members were generally in favour of holding a public meeting, and noted that the Annual Town Meeting had to be held between March and June 2009. That meeting would, however, only be open to electors of Tavistock and some felt that a meeting for all those interested, even from neighbouring parishes, should also be held. They acknowledged that this would mean two essentially similar meetings being held close to one another.
b. Members wondered what the purpose of a public meeting should be? Was it just to air issues or to debate and vote? They agreed it should engage the public in what was going on, and to get their views before the Town Council wrote comments on their behalf. The Mayor suggested that the public meeting be held first, then the results of that could be put before the Annual Town meeting later. It was then unanimously RECOMMENDED that £500 be found to fund a public meeting.
c. Members then debated the need to pay for a planning professional to assist with the comments on the March 2009 Core Strategy final draft. Cllr P Sanders emphasised that such comments should be written in the right language and with an evidence-based framework. He sited the case of Teignbridge District Council that had lost an important planning appeal because their LDF was not held to be robust enough. Cllr Mrs Govier agreed, saying that the Town Council did not have a planning capability experienced enough to put forward a strong paper. We would have to pay for experience. Cllr Harper was adamant that no expense was necessary, and that experienced members of the public would come forward to assist. The Mayor reminded Members that local councils always listened to professional advice, and while we could do most of the drafting it would be wise to have the draft appraised by a professional.
d. Members debated if we should get quotes for professional work, and who would prepare documentation for any public meeting. Some thought it pointless to meet to discuss the last Core Strategy draft as the comments for that had to be with the Borough by the 31st October, and no-one knew what changes there might then be to the draft due to be published in March 2009. Perhaps it would be better to wait until the next draft was out for consultation before convening a public meeting. Cllr P Sanders asked what the Town Council strategy was? Were we challenging the South West Regional Spatial Strategy about the number of houses needed? Or did we accept that but object to the West Devon Borough Council division of those houses between Okehampton and Tavistock? Or did we have no issue with the number of houses coming to Tavistock, but object to their proposed location in Tavistock?
e. On a proposal by Cllr Mrs Govier Members then RECOMMENDED by 8 votes to 1 to go out to planning professionals to get quotes for assisting the Council in making comments in March 2009. The Clerk reminded Members that there had been no recommendation on when a public meeting should be held, and on what version of documentation such a meeting should be asked to comment. The Chairman said the matter could lie on the table, and moved on.
371. URGENT BUSINESS BROUGHT FORWARD AT THE DISCRETION OF THE CHAIRMAN.
a. The Clerk informed members of the NJC decision to pay the 2.45% cost of living increment with effect from 1st April 2008, while the whole pay claim for 2008/09 was in arbitration.
b. The Clerk informed Members that the Chairman of the Marshall and Brown Memorial Homes Trust wished to brief them on the Trust, and they agreed to hear such a brief at 6.30 pm on Tuesday 4th November.
Rising 8. 40 p.m.
Signed .. .
Dated